Office Facilities Coordinator

SCOPE

The Office Facilities Coordinator is responsible for ensuring the smooth day-to-day operation of the office, creating a safe, organised and professional working environment.

Working closely with the Senior Office Manager and Senior HR Manager, the role provides essential facilities, administrative and operational support while delivering an excellent workplace experience for employees and visitors.

KNOWLEDGE

Essential

• Previous experience in an office coordination, office administration, facilities coordination or similar workplace support role.
• Strong understanding of general office operations, including meeting coordination, supplier management and workplace organisation.
• Proficient in Microsoft Office 365 applications including Outlook, Word, Excel and Teams.
• Good understanding of Health & Safety awareness in a workplace environment.
• Strong written and verbal communication skills.
• Ability to work independently, prioritise tasks and manage competing demands.

Desirable

• Experience working within the construction, engineering or project-based environment.
• Experience supporting senior management or directors in an administrative or coordination capacity.
• Experience managing office suppliers, contractors or facilities services.
• Familiarity with ISO standards and structured business systems.
• Experience using office management, booking or asset tracking systems.
• Awareness of workplace well-being initiatives or employee engagement activities.

Skills

• Ability to build strong working relationships across all levels of the organisation.
• Excellent verbal and written communication skills.
• Strong organisational and time management skills with the ability to prioritise effectively.
• High attention to detail and a structured approach to work.
• Ability to manage multiple tasks and remain calm under pressure.
• Confidence in coordinating meetings, bookings and workplace logistics.
• Ability to maintain accurate records, schedules and office information.
• Proactive approach to identifying and resolving workplace issues.
• Strong IT literacy and ability to use digital systems effectively.
• Other
• Occasional travel to company sites or offices may be required.
• Flexibility to support occasional out-of-hours events or urgent office requirements, agreed in advance.
• A flexible and proactive approach to supporting business needs.

DUTIES

• Coordinate the day-to-day running of the office, ensuring a clean, organised and professional working environment at all times.
• Manage meeting room bookings, schedules, refreshments and setup requirements.
• Support the organisation of internal meetings, including diary coordination, preparation of materials and minute-taking where required.
• Liaise with cleaning, maintenance and facilities contractors to ensure office standards are maintained.
• Monitor office supplies, consumables and general workplace resources, ensuring timely replenishment.
• Support office Health & Safety processes, including reporting issues, assisting with inspections and ensuring corrective actions are followed up.
• Assist with coordination of office repairs and maintenance requests through approved suppliers.
• Plan, organise and participate in company events, seasonal functions and internal workplace activities.
• Maintain office records, including contact lists, asset registers and general workplace information.
• Support IT and equipment coordination, including ordering devices, logging assets and managing basic user requests.
• Monitor mobile phone usage, contracts and renewals to support cost efficiency.
• Support Directors and senior managers with diary coordination, administrative tasks and general office support as required.
• Ensure meeting rooms, communal areas and office spaces are consistently maintained to a high standard.
• Support internal communications including notices, office updates and general information distribution.
• Act as a central point of contact for office-related queries and operational support.
• Support continuous improvement of office processes, systems and workplace efficiency.
• Represent the company in a professional and positive manner at all times.
• Uphold company values, policies and workplace standards in all duties undertaken.
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